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CHAPTER 1: GETTING FAMILIAR WITH YOUR TIME CLOCK ................................................................................... 6 INTRODUCTION .............................................................................................................................................................. 6 Welcome ................................................................................................................................................................ 6 System Requirements .........
Accrual Settings ................................................................................................................................................... 29 Non‐Work Hours and Benefit Time (Vacation, Sick, Personal)............................................................................. 29 Delete Employee’s Punches .................................................................................................................................
CONFIGURING PAYROLL ................................................................................................................................................. 55 QuickBooks Online Configuration ........................................................................................................................ 56 CHAPTER 8: ALTERNATE EMPLOYEE ENTRY OPTIONS ......................................................................................... 58 WEB PUNCH EMPLOYEE ENTRY ......................
Reset Password .................................................................................................................................................... 73 Erase All Memory ................................................................................................................................................. 73 Convert to Child ...................................................................................................................................................
STANDAR REMOTE CONNECTION SETUP DIAGRAM ............................................................................................................... 94 CONNECT CLOCKS REMOTELY WITH MULTI‐CLOCK DIAGRAM ................................................................................................ 94 WARRANTY INFORMATION ............................................................................................................................... 96 FCC PART 15 ........................................
CHAPTER 1: GETTING FAMILIAR WITH YOUR TIME CLOCK INTRODUCTION WELCOME Thank you for choosing Icon Time Systems, we appreciate your business. Our mission is to provide our customers with ease‐of‐mind through our quality products and excellent customer service. All of us at Icon Time Systems wish to thank you for placing your trust in our products.
Accessing the time clock from more than 1 computer (Network connection required) FEATURE The TotalPass P600 is the perfect fit for a growing business that requires a time clock that can keep up with changing needs. This time clock is ideal for those companies looking for a feature‐rich product that is fully supported by a nationwide network of experts.
Provides the employees with an option to punch In and Out from their Web browser; on their office computer, smart phone or tablet. The system has 5 employee Web Punch Entry licenses included, with an available upgrade for a maximum of 50 employee Web Punch licenses. CONNECTION/SETUP Refer to the TotalPass Quick Start Guide for instructions on setting up your employee time clock's connection and logging into your time clock for the first time.
DESKTOP INSTALLED EXPORT UTILITIES Exporting time clock data to PC versions of QuickBooks or ADP requires the installation of an export utility program. Select on the appropriate link below: QuickBooks – www.icontime.com/utc‐quickbooks‐export ADP – www.icontime.com/utc‐adp‐payroll‐export REGISTER YOUR TIME CLOCK The first time you log in to your time clock, you will be prompted to register it.
HOME PAGE When you first log into your time clock application, the Home page displays automatically. The Home page provides a quick glance at the activity on your time clock, including notifications of custom alerts. The Home page also contains helpful links to configure your software. CURRENT ALERTS The Home page displays important system alerts and time clock activity alerts. For instructions on customizing your alert settings, refer to Error! Reference source not found. in Chapter 2.
SETTINGS MENU Use the Settings menu to customize your payroll, overtime, punch, device, and alert preferences. Before running any reports, set your preferences as described in Chapter 2: Setting Your Time Clock Preferences. HELP MENU The Help menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock.
CHAPTER 2: SETTING YOUR TIME CLOCK PREFERENCES Before Accurate report can be generated and employee punch details are calculated correctly, you must set your time clock rules and preferences: Setup your pay period and overtime rules Setup punch rounding and Employee Input options Customize the PIN length and Alerts Preferences SETTING YOUR PAY PREFERENCES You can access your Pay Preferences in one of two ways: Click Setup Your Pay Period in the Alerts/Task list Select Preferences from
SETTING YOUR OVERTIME PREFERENCES Your Overtime Preference settings are on the Pay tab under Payroll Preferences. The TotalPass comes standard with two levels of daily and weekly overtime and consecutive day overtime. Follow the instructions below to set your Overtime Preferences. To set daily overtime rules, type the number of hours an employee must work in one day before they receive overtime pay in the Day OT1 After and the Day OT2 After fields as required.
If this entry is set to 8 hours, employees will receive Overtime 2 on the sixth consecutive day of work for any hours over 8 hours in the day. Note: Consecutive Day overtime is used in California and is not very common elsewhere. OT1 Multiplier ‐ enter the pay rate for Overtime 1 (usually 1.5). OT2 Multiplier ‐ enter the pay rate for Overtime 2 (usually 2). Note: Making a change to the overtime preferences will prompt the time clock to restart.
SETTING YOUR PUNCH PREFERENCES Select Settings | Preferences and click on the Punch tab. The Punch Preferences section displays. Note: the rounding rule selected affects all punches system wide. The original punch time remains unchanged on the employee timecard. The punch (shift) hours round per the rounding rules set. Follow the instructions below to set your Punch Preferences. Select the applicable rounding type from the Rounding Type drop‐down menu.
To Illustrate: Example: An In punch from :00 minutes after the hour to :05 after the hour rounds to the top of the hour (.0). An In punch from :30 minutes after the hour to :35 minutes after the hour rounds to .5. An In punch at 7:30 am would calculate at 7.5 am. An Out punch at 4:05 pm would calculate as 4.0 pm. The Automatic Punches become IN at field automatically makes the next punch an In punch after a determined number of hours.
Enable Employee Inputs by selecting Enabled in the Track Employee Inputs drop‐down menu. Additional Employee Input options will display. Enter a custom name for the Employee Input. Common names may be; Tips, Job #, Piece Counts. Select the Collection Type from the drop‐down menu. Currency: used for collecting tips or other currency related data. Number: used for collecting any non‐currency related numerical data such as piece counts or job numbers.
Companies often use this feature for employees that speak languages other than English and to send global messages to employees. Examples Marque Su Numero Work Safely Closed Tomorrow Type a unique 6‐digit security code in the Supervisor Code field to secure the employee time clock. Important: You need this code to access Supervisor Mode on the employee time clock. The default supervisor code is 00 00 00.
EMAIL/BACKUP PREFERENCES The TotalPass Small Business Premium application allows payroll reports and system alerts to be automatically e‐ mailed to one or more supervisors. The system will send email alerts if an employee has a photo punch that needs verification, as employees come and go, before they accumulate overtime, if they leave early, and more. Note: A Network connection is required to use email functionality in the clock.
Check the Use Authentication checkbox if your SMTP server requires a username and password to send e‐ mails. Enter the Username or Email Address used to accees your SMTP service (email account). If you checked Use Authentication, enter the Password of your SMTP service, Type the e‐mail address you want to display in the From field in your e‐mail in the From Email Address field. The default setting is Your_Time_Clock.
From Email Address: Verizon SMTP Server Address: Use SSL: Use STARTTLS: Use Authentication: Username/Email Address: Password: From Email Address: Apple MobileMe / iCloud SMTP Server Address: Use SSL: Use STARTTLS: Use Authentication: Username/Email Address: Password: From Email Address: Account email address Outgoing.verizon.net:587 Un‐Checked Un‐Checked Checked Account email address Account password Account email address Smtp.mac.
Alert Week Overtime OT at triggers an alert before employees reach weekly overtime by using the weekly overtime value that you set under Overtime Preferences. Example: If you have Week OT1 set to 40 hours and Alert Week Overtime OT set to 8 hours, an alert post to the Home page when the employee reaches 32 hours worked for the week. Type the number of minutes to check alerts in the Check Alerts Every field. New alerts are checked and posted to the Home page based on the time entered here.
Account Part Time / Full Time Status ADP EXPORT: Use the Custom Field to track the employee’s ADP Payroll ID. Refer to the ADP Custom Fields values can be added to the following locations. System: These fields display on the bottom of the Custom Fields page. Employee: These fields display on the bottom of each employee’s Edit Employee page. Department: These fields display on the bottom of the Edit a Department page. Follow the instructions below to set your Custom Fields.
CHAPTER 3: SETTING UP YOUR EMPLOYEES After setting up your pay period and other preferences, set up the employees in the system. Adding employees Setting up automatic lunch deductions Set up Web Punch entry TotalPass Small Business Premium comes with a 50‐employee limit and can be upgraded to handle up to a total of 500 employees. EMPLOYEE LIST A list of your employees and their ID numbers are in the Lists Menu under Employees. Click on the column header to sort by that column.
TIME REMAINING BEFORE OVERTIME The Daily column displays the number of hours left in the day before the employee starts earning daily overtime. The Weekly column displays the number of hours left in the week before the employee starts earning weekly overtime. The Consecutive Days column displays the number of days left in the work week before the employee starts earning consecutive day overtime, when this option is enabled in Pay Preferences.
Display Name: Enter the name that the employee will see at the clock and on reports. Note: Timecard Reports are sorted by Display Name. Address: Enter the employee’s address. This field is optional. EMPLOYEE SETTINGS Display ID: Type the assigned company Employee ID number or Payroll ID number, or PIN number. The Display ID is the number that will appear on the timecard reports. PIN/Badges: The employee PIN number is used to clock In or Out at the time clock.
For additional information on setting up departments, refer to Error! Reference source not found.. Active: All employees default to an active status. Deselect this checkbox to make the employee inactive and to hide their name from reports. Entry Method: This option determines the procedure for punching in and out by the employee at the employee time clock. Select the desired method from the drop‐down menu.
o When Per Day is selected, the total amount of the employee’s hours for the day will be added up to determine whether the Lunch At threshold has been met. Lunch deduction will occur once the threshold has been met. Note: Only one lunch deduction will occur per day when Deduct is set to Per Day. Manually entering a lunch deduction will prevent an automatic lunch deduction from occurring that day.
Ensure that each of your employees has an assigned Payroll ID. Employees without a Payroll ID will not be included in the payroll export file. Select Click here for a List of Employees without IDs. Customize the Payroll ID for each of the listed employees. Select Create An Export from the option What Do You Want to Do? ACCRUAL SETTINGS ACCRUAL SEETINGS Benefit Accruals allow you to track and manage Vacation, Sick, and Personal Time benefits.
The total hours that the employee has used since the Accrue Reset date can be found in Hours Used. The Last Calculation displays the date when the benefit accrual balance was last calculated. Yearly Hours should be set to the total benefit hours the employee accrues in one year. The Yearly Max is the maximum number of benefit hours allowed to accumulate for the benefit each year.
Type the number of hours to assign to the selected employee(s) each day in the Hours Per Day field. Click Submit, you will be directed to the Add Non‐Work Hours Confirmation page. Review the information on the Add Non‐Work Hours Confirmation page for accuracy. Click Submit to save your changes. Click Cancel to cancel the transaction. Click Back to go back to the Add Non‐Work page and revise the data.
CHAPTER 4: CLOCKING IN AND OUT This section describes employee functionality at the clock including: How to clock In and Out with a PIN, proximity badge, or through the web browser Transfer to break or another departments Entering Tips and Job numbers TIME CLOCK KEYPAD FUNCTIONS Clear Up / Down Enter Supervisor Info/Hours Break/Dept. Transfer Clear ‐ Returns user to the previous menu option. or ‐ Used to scroll up or down through menu options.
PROXIMITY BADGE ENTRY Refer to Error! Reference source not found. for instructions on assigning proximity badges to your employee(s) and for instructions on clocking In/Out using proximity badges. WEB PUNCH TIME CLOCK ENTRY For instructions on assigning Web Punch Time Clock licenses, refer to Error! Reference source not found. for instructions on using the Web Punch Time Clock. TRACKING PAID BREAKS The TotalPass system allows better management of employee paid breaks.
DEPARTMENT CHANGE (PUNCH IN AND OUT TRANSFER) The TotalPass Small Business Premium can track time spent by an employee in a department. Employees can be assigned to multiple departments and will be prompted to select their department when punching In. Once the employee has been assigned to their departments, follow the instructions below for transferring to the department. Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then press In.
When prompted, enter the Employee Input value. Press Enter. COLLECTING EMPLOYEE INPUTS ON AN OUT PUNCH Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then press OUT. Press Enter. When prompted, enter the Employee Input value.
CHAPTER 5: DEPARTMENT AND SUPERVISORS Track employees’ time by department Assign an employee to a supervisor with custom supervisor permissions DEAPRTMENT The TotalPass Small Business Premium system can track and report labor on a departmental level. Hours worked and labor costs are included in these reports. Overall the system supports up to 99 different departments and each employee can be assigned to one, multiple or all 99 departments.
Example: In the example above, if an employee clocks In between 7:30 a.m. and 8:00 a.m., the shift start time rounds to 8:00 a.m. In the Out Revision Start Time field, enter a time in hh:mm:a/p format. For example, 4:30p. In the Out Revision End Time field, enter a time in hh:mm:a/p format. For example, 5:00p. Example: If an employee clocks Out between the Out Revision Start and End Time, the shift end time rounds to the Out Revision Start Time, which is 4:30 p.m.
To remove a department, select Remove Department from the drop‐down menu in place of an existing department. Note: Employees who are assigned the Automatic Entry Method in the program are not able to select departments at the employee time clock terminal. SUPERVISORS The TotalPass Small Business Premium allows for each supervisor to have their own separate time clock software login.
After setting up a new supervisor account, it is recommended to assign employees to the supervisor. If you chose not customize the supervisors assigned employees, they will have access to all employees by default. Note: Once you click Submit, you cannot change the username. To change the username, you must create a new supervisor account and delete the old one.
Select View All Assigned Employees to generate a report of employees that have been assigned to the supervisor. Click Submit to save your settings. SUPERVISOR LOGIN To login to the time clock application as a new user, follow the instructions below. At the employee time clock Login page, have the new user enter their username and password in the applicable fields. Click Submit to log in to the time clock software.
CHAPTER 6: GENERATING REPORTS Overview of the reporting options Adding and editing punches Entering Holiday and Non‐Work time Reports in your application are designed to be intuitive to read and edit; this creates ease and simplicity when generating your reports on payroll day. REPORT OVERVIEW TotalPass P600 comes with the following standard reports: Attendance Report displays all employee punch data sorted by date. Accrual Summary Report display all employee accruals.
When adding, or editing an Automatic punch in the TIME OUT column, change the punch type from Automatic to Out, to add a lunch or hours adjustment. Click in the Date field to use the calendar to select the punch date. Type the time for the punch in the Time field. The application assumes a.m. unless otherwise specified. For In punches, select the department from the Department drop‐down menu. For an Out punch, you have the option to enter an additional lunch deduction.
Select the applicable punch type that you want to add from the Type drop‐down menu. The available punch types are: o NonWorked – used for employees working off site or other benefit time. o Holiday Click in the Start Date field and use the calendar to select the date when the non‐work hours should begin. Type the number of days to assign to the employee(s) in the Number of Days field.
Follow the instructions in the Error! Reference source not found. section to edit your punch data. Note: All edited and manually entered punches will be flagged on the report with and ‘E’ next to the punch. Refer to Setting Your Punch Preferences for instructions on disabling this option. USING BATCH EDITS Batch edits is an option selected in Error! Reference source not found. on page Error! Bookmark not defined.. To use Batch Edits with pop-up windows, follow the instructions below.
Select a Report Time Period: To change the report timeframe, click the date link at the top upper left of the Report screen. Click the appropriate predefined timeframe link or use the From and Thru date fields to enter a custom timeframe to run the report. Click Submit after entering custom dates. Daily: This option displays the total hours worked for each day in a report. This is convenient if the employee clocks in and out multiple times during the day.
To generate the Accrual Summary Report, go to the Reports icon and select Accrual Summary from the drop‐ down menu. This report lists the total benefit accrual hours available and the hours used in real time, for each employee. USING THE ATTENDANCE REPORT To view the Attendance Report, go to Reports | Attendance. The Attendance Report is designed to give you a quick at-a-glance view of your employee’s daily attendance.
To filter by employee or date, click the date link at the top of the report. Click Summary at the top of the Timecard Report to display a summary of total hours without the punch detail. Click Page Break at the top of the Timecard Report to create a page break between employee timecards. This also displays an employee signature line when you print timecards. This option is often used by companies that keep a printed record of employee time and to show employee timecard approval.
To view the Individual Employee Timecard Report, go to Reports | Individual Empl Timecards. To select an individual employee’s timecard, select the employee through the drop‐down menu. Skip forward, and backward by selecting the arrows on either side of the employee name. USING THE DEPARTMENT REPORT To view the Department report, hover over Reports, and then click Department. The Department report is designed to give you a report with a summary of hours worked per department.
CREATE CUSTOM REPORTS The application offers advanced report functionality, allowing you to filter reports by employees, dates, or by departments. From the Navigation menu, go to Reports, and click Create Report from the drop‐down menu. To create a report, perform the following. Select the type of report to run from the Report Type drop‐down menu. Select the time frame for the report from the Time Frame drop‐down menu. Under the Select drop‐down menu you are given three options.
Only Non‐work allows you to select only Non‐work or benefit time. In addition, you are given the option to select which Non‐work type, Holiday or non‐worked, to display on the report. Select the employee(s) to view on the report from the Select Employees list, or click Select All to run a report for all employees. Select the department(s) to view on the report from the Select Departments list, or click Select All to run a report for all departments.
Go to Lists | Employees and find the employee(s) for which you would like to assign the custom field value. You will find the title of the custom field value under Employee Settings. Assign the custom field value for the employee, and press Submit. Do this for each employee. In our example, we will assign one of the following values to our employee; Full Time, Part Time, or Contract. Note: Custom Field Values are case sensitive and must match for each employee, for running reports.
Note: To select two or more values, hold down the Ctrl key as you make your selection.
CHAPTER 7: SENDING TO PAYROLL TotalPass offers a few options for streamlining your payroll process Creating an export file Emailing timecards reports Sending individual timecards CREATE PAYROLL EXPORT FILE At the end of the pay period, compile employee data and transmit to payroll for processing.
Select your payroll provider in the Select your Export Format field. o Paychex Flex o SurePayroll o Paychex Preview o Paycom o Paylocity o ADP Workforce Now o QuickBooks Online Press Submit. Note: You are notified if any employees do not have an assigned Payroll ID. The message and the option to view a list of these employees’ displays at the bottom of the Payroll report screen. QUICKBOOKS EXPORT PAYROLL PROCESS 1.
3. The final confirmation screen will have a total of the time activities exported. CONFIGURING PAYROLL Navigate to Payroll | Configure Payroll Users will be able to configure payroll specific pay/earning codes.
QUICKBOOKS ONLINE CONFIGURATION QuickBooks configuration involves connecting to an online QuickBooks account and linking employees between QuickBooks and the time clock, or adding them from one application to the other if they don’t exist yet. 1. Within the Configure Payroll screen, select the QuickBooks Online payroll export and then click on the Connect to QuickBooks button. 2.
4. Employees that don’t have a matching entry in either system can simply be added by highlighting them and clicking on either Add to Clock, or Add to QuickBooks. 5. Linked employees can be unlinked by highlighting them and clicking Remove Link.
CHAPTER 8: ALTERNATE EMPLOYEE ENTRY OPTIONS TotalPass offers various methods for employee punching Keypad with Custom PIN Proximity badge Web browser entry WEB PUNCH EMPLOYEE ENTRY The Web Punch Time Clock allows you to capture your employees’ time anytime, anywhere using a web browser from a device on the network (LAN, WAN) or Internet. The TotalPass Small Business Premium comes with a 15 employee Web Punch Time Clock license.
If you exceed your Web punch license limit, you will receive an error message stating that you do not have enough Web Punch Licenses available. PUNCHING IN/OUT USING WEB PUNCH ENTRY Employees assigned to the Web Punch Entry can punch In/Out anytime, anywhere, using a web browser interface. Follow the instructions below to punch in or out using the Web Punch Time Clock. Open the employee time clock Login page. Type the assigned PIN/badge number in the Username/PIN field.
Latitude/Longitude: The location of the employee when they created the punch. Accuracy: The accuracy of the coordinates given by the GPS. Example: The accuracy of this punch is up to 372 feet. In other words, the employee was within a 372ft radius of the coordinates given. Speed: States how fast the employee was traveling when they created the punch. IP ADDRESS RESTRICTION Using IP Address Restriction, you can restrict employees from punching from unauthorized locations.
Click Submit to save your changes. Note: If an employee is not restricted to punch In/Out from the Global Authorized IP Address, uncheck the Use Global Authorized IP Address option in the employee’s Edit an Employee screen. SETTING AUTHORIZED IP ADDRESS BY EMPLOYEE The employee's Authorized IP Address(es) field assigns the IP address that an employee is authorized to punch in/out. To set the authorized IP address(es), perform the following instructions.
USING PROXIMITY BADGES Proximity badges use the latest in RFID proximity technology and allow employees to clock In/Out by simply waving the badge in front of the time clock keypad. There are many benefits to using proximity badges including; minimizing buddy punching, quicker clock In, no PIN to memorize, keeps dirty hands off the clock, and more. Proximity Badges can be purchased in boxes of 10 or 25 badges. These badges also conveniently fit into your employee’s wallet or can be hung on a lanyard.
Wave the badge next to the keypad of the time clock terminal to punch In or Out. Follow the punch procedure established in Error! Reference source not found..
CHAPTER 9: MAINTAINING YOUR TIME CLOCK Learn to maintain your time clock for optimal performance Setting up scheduled automatic backups Backing up and restoring data to your time clock Removing punches from your system Resetting the time clock passwords SETTING UP SCHEDULED AUTOMATIC BACKUPS Backups of your time clock data can be automatically emailed to one or more recipients on a daily, weekly, or monthly basis.
Click Save. After the download is complete, click Close. DATA BACKUP TO A USB FLASH DRIVE Creating a backup of your data can be simplified even further by saving your backup to a USB flash drive. A flash drive is a portable device that you can purchase at any computer store. Follow the directions below to create a backup of your time clock data using a USB flash drive. Plug the USB flash drive into the bottom of the time clock.
Select the file in the Choose File window and click Open. Click Submit in the Restore Backup File screen to restore the backup file. A warning message will display reminding you that your current data will be overwritten at the employee time clock. Click OK to continue. It may take several minutes to restore a backup file. The employee time clock will display a Please Wait and then a Performing Restore message.
Click Submit to remove all punches up to the date specified. Note: When selecting a date, any data prior to that date will no longer be available as part of your active database. Click Cancel to go back to the time clock Home page. UPDATING YOUR TIME CLOCK Occasionally, Icon Time Systems releases new updates for your employee time clock. These updates are provided for free and often include new features and improvements.
Updating your time clock is even faster if you use a USB flash drive. Download the time clock update file from our website to the root directory on your storage device. http://www.icontime.com/totalpassupdate Connect the storage device to the bottom of the employee time clock. Your time clock begins the update process and automatically reboots. Wait for this process to complete. When the reboot is complete, log back into your time clock.
Updating Clock RESETTING YOUR TIME CLOCK PASSWORD CHANGING YOUR TIME CLOCK SOFTWARE INTERFACE PASSWORD You can change the password by going to Settings | Change Password from the Setting menu. Enter your current password in the Current Password field. Type your new password in the New Password field. Type your new password again in the Confirm New Password field. Click Submit.
At the time clock Login page enter the default login information, and click Submit. o Default Username: admin o Default Password: admin Change your password. Type the default administrator password. Type your new password. Confirm your new password. RESETTING THE SUPERVISOR MODE SECURITY CODE The Supervisor Mode security code is set from the software interface. The default supervisor code is 00 00 00.
CHAPTER 10: TIME CLOCK TERMINAL SUPERVISOR MODE Advanced Supervisor Mode Options Customize Network Settings Reset Software Admin Password LOG INTO SUPERVISOR MODE Enter Supervisor Mode at your employee time clock terminal. Press Enter in your security code ‐ the default security code is "00 00 00". Scroll through the options using Up or Down. Press Enter, when you find the option you would like to view. To exit Supervisor Mode, press Clear.
SET IP ADDRESS Look up the Ethernet IP address assigned to the clock. Also, allows for assigning a static IP address, subnet mask, gateway, and DNS. To assign a static IP address, follow the instructions under Error! Reference source not found.. To erase all network settings and revert to DHCP so that the router will assign the IP address, set the IP address to 000.000.000.000.
Shows the unique serial number assigned to the individual time clock terminal. The serial number is used to activate your 30‐day free support trial, to verify warranty status, and to purchase software upgrades. VIEW VERSION # The version number refers to the software version currently installed on your time clock. Refer to instructions on Error! Reference source not found. and ensuring that your time clock is running the latest version.
ADDITIONAL CHILD CLOCK SUPERVISOR MODE SETTINGS VIEW PARENT IP Displays the IP address of the Parent Clock. FORCE CONNECT Forces a connection between the Child Clock and Parent Clock. Once the connection is made, any changes on the Parent Clock are sent to the Child Clock. FORCE FULL SYNC Forces a connection and synchronization between the Child Clock and Parent Clock. The Child Clock downloads employee and preference data from the Parent Clock and transfers punch data to the Parent Clock.
CHAPTER 11: CONNECT TO THE CLOCK Multiple connection options to access your time clock in no time: Easily connect to your wireless network over Wifi For a faster more reliable connection, connect to your Network with Ethernet For simply access from one computer, connect using Direct Connect Ethernet or USB WIFI CONNECTION TotalPass offers a few Wifi connection options, for your convenience: Using the Clock Interface Using the Software Interface Using WPS, for extra fast set
Note: The default mode for the password is alpha lower case. To change the mode, press the Department Transfer icon on the bottom right of the clock’s keypad. To erase a character, press Clear. Repeat step 9 until all characters of the password have been entered. Connect to the Clock Press Enter. When connected, a confirmation displays with the IP address. Write down the IP address. Open a Web browsers on your PC. Type in the IP address in the Web browser URL bar, press Enter.
You should be directed to the time clock Login page. CONNECTING USING A WPS WITH PIN ENABLE WPS PIN CONNECTION ON THE CLOCK Find the WPS PIN on the label on your router. Enter Supervisor Mode at your employee time clock terminal. Press Enter your security code. The default security code is 00 00 00. Use the up or down arrows to scroll until you find Network Settings. Press Enter. Find WiFi Settings, press Enter. Find WPS Setup, press Enter.
Click the appropriate network. Type the password in the available field, then click Connect. The network selected appears at the top of the list, with an indication the time clock is “connected” to the wireless network. ETHERNET CONNECTION Connect your time clock directly to your network for a faster and more reliable connection than wireless can offer. Plug one end of the Ethernet cable, provided in the package, to an available port on your router, DSL modem or switch.
CHAPTER 12: SOFTWARE UPGRADES Available upgrades that will allow your system to expand with your business Increase employee and web punch entry capacity Automate tracking and accruing benefit time Software upgrades can be applied at any time. All software upgrade packs for your TotalPass system can be unlocked immediately by simply entering the software key provided by your reseller.
Your time clock comes with 5 Web Punch employee licenses. Web Punch Time Clock upgrades are offered in packages of 5 employee licenses up to a maximum of 50. The Web Punch Time Clock also offers advanced functionality like IP location restrictions and GPS tracking to help better manage your employee’s punches. Refer to Chapter 8: Alternate Employee Entry Options for instructions on setting up Web Punch. BENEFIT TRACKING AND ACCRUALS Track and manage Vacation, Sick, and Personal Time benefits.
Note: Making a change to overtime preferences will prompt the time clock to restart. This will make the time clock unavailable until it fully reboots. NON‐WORKED HOURS AND BENEFIT TIME (VACATION, SICK, PERSONAL) The Benefit Tracking and Accruals feature allows you to track and manage Vacation, Sick, and Personal Time benefits. CUSTOMIZING BENEFIT ACCRUAL RULES Benefit Tracking and Accruals allow you to automate maximum accrual amounts, yearly carryover, and borrowing benefits.
Note: This field should not be set to zero unless your benefits do not accrue. Setting this value to zero will reset the Yearly Hours to zero each day. The Reset Amount is the quantity of hours that an employee is to receive at the beginning of each new accrual year. Most companies would leave this field set to zero. If your company allows the employee to borrow benefit hours that they have not yet accrued, check the Allow Negative box.
Click Back to go back to the Add Non‐Work page and revise the data. If the employee does not have enough accrued time, an error page will appear. ACCRUAL SUMMARY REPORT To generate the Accrual Summary Report, go to the Reports icon and select Accrual Summary from the drop‐ down menu. This report lists the total benefit accrual hours available and the hours used in real time, for each employee.
CHAPTER 13: MULTI‐CLOCK CONFIGURATION Connect‐up to 32 time clocks together, accessed through one software interface, through your local area network or over the Internet.
Enter your security code. The default security code is 00 00 00. Press Up or Down until the Convert to Child option displays. Press Enter. The time clock displays, This will remove all data, then Erase all Memory. Press In to convert to a Child Clock. Choose the method that your Child Clock will use to connect to the Parent Clock. Follow the instructions accordingly.
CONTINUING MULTI‐CLOCK SETUP Once connection is established with the Parent Clock, the Child Clock displays Child Mode, then Enter PIN. The symbol ' ‐ ' displays in the top right corner. Once the connection is established, the symbol d displays in the top right corner of the display. The d indicates the Child Clock is connected to the Parent Clock, but the Child Clock is disabled and must be enabled through the software interface. Log into the Parent Clock using the web browser.
MULTI‐CLOCK SOFTWARE SETTINGS AND OPTIMAL CONFIGURATION Additional Multi‐Clock configuration options are available in your time clock software. It is important to pay close attention to this section. Your time clock configuration can greatly affect the performance of your system. Select Preferences | Settings, then click the Device tab. Child realtime Time/Date sync ‐ Check this option to synchronize the time and date with the Parent Clock.
UPDATING THE MULTI‐CLOCK SYSTEM To update your Multi‐Clock System, follow the instructions in Chapter 9 to update the Parent Clock. Once the Parent Clock is updated, the Child Clock(s) will automatically download the update file and update. It may take a few minutes for the Child Clock to detect that the Parent Clock has updated.
CHAPTER 14: CONFIGURE THE TIME CLOCK FOR REMOTE ACCESS Connect to your time clock away from the office Work from home Multiple locations Employee remote punch Follow the instructions below to set your time clock up with remote access, using Port Forwarding. SYSTEM REQUIREMENTS A Broadband Internet connection (Cable, DSL, T1, etc.) at the location of the clock. TotalPass connected to your network by an Ethernet (i.e. CAT5) cable. A router with “Port Forwarding” functionality.
Important: For instruction on configuring your specific router, go to the website www.portforward.com and select your router brand and model. ASSIGN A STATIC IP ADDRESS TO THE TIME CLOCK For Port Forwarding to work correctly, assign a static IP address to the time clock along with the subnet mask, gateway address and DNS address. Your Network Administrator should be able to provide you with this information. Determine an available IP address to be assigned to the time clock.
Open a Web browser on a computer in the same local network. In the address bar, type in the IP address of the clock to verify that you can log into the time clock. SET UP PORT FORWARDING ON THE ROUTER These instructions are general guidelines for configuring a router for port‐forwarding. Actual steps required may vary with each router. For instructions on configuring your specific router, go to the website www.portforward.
Next, enter the static IP address assigned to the clock. If there is a checkbox to “enable” the port forwarding rule, be sure to check the box. Make sure you click on the Save Settings button, or your changes will not take effect. Note: You may need to reboot the router for changes to take effect.
A Q A Q A To Connect to Child Clock to the Parent Clock remotely over the Internet, you must forward an additional port, Port 10923. What port do I forward if SSL Data Encryption is enabled? To access the time clock application remotely, while using the SSL data encryption option, forward to Port 443. Do not use Port 80.
Make sure that the correct external/public IP address is entered in the web browser. Make sure another device on the network is not using the same IP address as the time clock. Check the filter settings on the router to be sure that it is not interfering with the connection. Use an open port checker, like www.yougetsignal.com to check your external IP address and detect the correct open ports on your network. For additional troubleshooting steps refer to www.portforward.com.
WARRANTY INFORMATION ICON TIME, INC., an Oregon Corporation Notice: The information contained in this document is subject to change without notice. ICON TIME MAKES NO WARRANTY OF ANY KIND REGARDING THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PURPOSE. ICON TIME shall not be liable for errors contained herein, or for incidental consequential damages about the furnishing, performance, or use of this material.
implied warranty lasts, so the above exclusions or limitations may not apply to you. This warranty gives you specific legal rights and you may also have other rights that vary from state to state. If a problem with your ICON TIME unit develops during the warranty period, contact ICON TIME SERVICE DIVISION, at the address below. There are no other express warranties except as listed above. This document contains proprietary information that is protected by copyright. All rights are reserved.
FCC PART 15 This equipment has been tested and found to comply with the requirements for a Class B digital device under Part 15 of the Federal Communications Commission (FCC) rules. These requirements are intended to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications.